Girls Write Nashville Executive Administrator / Operations Manager Nashville, TN · Part time

Apply for Executive Administrator / Operations Manager

In this role, you will be working as a direct report to our co-founder and Executive Artistic Director, and will be aiding the operations of our entire team including our programming team (MNPS Program Manager and All City Program Coordinator), a small team of administrative volunteers, and grant-writer and accountant contractors.

Duties 

Operations & General Administration

• Work with ED and volunteer project manager consultant to transition operations into a project management system a la Notion or Asana. 
• Exercise ownership over upkeep and team engagement within that system
• Help develop and implement strong operational processes for the organization’s team of part time staff and contracted artists
• Assist executive director in creating replicable project plans with unified platform of all docs needed for each program
• Survey and adopt tech tools as needed, including setting up workflow automations within Zapier, to maximize efficiency and practical organization of organization data 
• Manage and delegate to our skilled-volunteers team which includes professionals eager to help with project management, building systems and processes, administrative tasks, and bookkeeping
• Manage our small office, opening and sorting mail and keeping office and program supplies stocked in office
• Assist in setting meeting agendas and scheduling meetings of board and ED

Filings & Financial Management

• Manage organizational filings calendar including —  annual report, 990, charitable solicitations permit. 
• Complete filings and/or liaise with organization’s accountant to submit filings
• Manage invoicing, Accounts receivable and payable, and categorize transactions in Quickbooks
• Work with organization accountant and Executive Director to create and manage operational and program budgets

Fundraising and Development Administration

• Collaborate with ED and grant writer to determine funding needs and target grants, being the expert on funding gaps in the budget that conversation
• Oversee the grant writing process to make sure the workflow of the contract grant writer in creating grant applications and the executive director in reviewing/approving applications is aligned
• Aid in management of donor engagement processes, pulling donor reports from donation management software and organizing meeting and calling targets for leadership team
• Human Resources Administration
• Oversee organization program calendar and manage schedules of part-time employees and confirm programs/projects are to schedule.
• Coordinate onboarding, offboarding and schedule management for GWN team members within the payroll platform Gusto

Details & Benefits

• $20-30/hr depending on experience, part-time hourly W2 employee position
• 10-15 hours/week
• 401k with up to 4% employer match
• working remotely at our office in Inglewood at 3511 Gallatin Pike
• Flexible schedule with opportunity for some work from home available, though must be able to commit to 1-2 days in office per week

Experience

• For base hourly rate, 1-2 years experience in nonprofit administration or equivalent education
• Preference for or 3+ years experience/education combination including prior professional experience in nonprofit executive administration

Skills

• Project management platforms such as Notion, Asana, Trello, and Monday
• Setting up workflow automations using Zapier
• Strong financial management skills
• Google Suite including Google Sheets, Forms, and Docs
• HR platform and online time clocks (Gusto)
• Fundraising and Donor Management software (Givebutter)
• Excellent communication and organizational skills
• Strong, compassionate boundaries and respect for others’ boundaries and needs
• Empathetic people skills and ability to build positive relationships, consensus and engagement amongst a team

Qualities

Ideal candidate

• Embraces a variety of tasks and projects without descending into overwhelm
• Able to respond to a high volume of requests and emails with effective prioritization
• Propensity for not just problem solving, but for developing permanent solutions to problems and pain points
• Skilled communicator able to both encourage and set boundaries
• Project management superstar
• A passion for efficiency, organization and finding ways to help our community of artists, educators, students, schools and families do their important work with greater ease

We’re looking for a candidate who aligns with our organization mission in: 

• believing in girls as important cultural contributors, in trauma-informed creative communities as essential safe spaces for youth development, and in access to arts participation and education as a right for young people
• Celebrating an inclusive definition of “girls” that celebrates and welcomes trans girls, AFAB people, nonbinary and gender expansive students, and anyone who feels they belong in our programming
• LGBTQIA+-positive, neurodiversity-affirming and anti-racist
• Alignment with the values of Creative Youth Development and Culturally Responsive Education
• Support for the vision of Community Schools